WHEN WILL I RECEIVE MY TUITION BILL?
The annual tuition charge is billed half in the Fall and half in the Spring. Fall
semester bills are processed in July and have an August due date; Spring semester
bills are processed in November and have a December due date. Bills are available
through the web. You will be able to register to view your bills online after we
have produced your first billing. The link to access your bill online is:
https://bosebill.salliemae.com/NetPay/Templates/332/frameset.html
PLEASE NOTE: Students will not receive a paper bill. Students must access their
bills using our V-bill service. Back to
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DOES VILLANOVA OFFER A BUDGET PAYMENT PLAN?
YES, if you would like to spread your educational expenses over monthly payments
you may want to contact an outside agency,
Tuition Management Systems (TMS) 800-722-4867 for additional information about
their tuition payment plans. Back to
top.
WILL MY STAFFORD AND/OR PLUS LOANS APPEAR ON MY 1ST BILL?
YES, your Stafford Loan and/or PLUS Loan will appear as a memo/authorized item
on the first bill you receive at the beginning of the semester. This memo/authorized
amount should be deducted from the balance due.
Students are encouraged to borrow
federal loan funds through an approved IF EFT (Electronic Funds Transfer) lender.
Funds delivered via EFT will be directly deposited to the students' tuition account.
If the student has borrowed through a non-participating EFT lender, he/she will
be required to come to the Bursar's Office to endorse the loan check. PLUS loan
checks will be sent by the Financial Assistance Office to the parent for endorsement.
Federal regulations prohibit the deposit of loan proceeds, either check or EFT,
prior to 10 days before the classes start. Back to top. Back to
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IF I RECEIVE OUTSIDE SCHOLARSHIPS, WHAT SHOULD I DO?
Please send a copy of the scholarship award letter directly to the BURSAR'S OFFICE, Attention: Charlotte Merker.
Please give this answer: If an invoice is required, please send a copy of your Villanova invoice directly to the scholarship foundation. This should expedite payment of any private scholarship. If the scholarship foundation requires a direct invoice from Villanova University, please send the billing authorization to Charlotte Merker as soon as possible. If faxing information, please fax to 610-519-5302.
Please be aware that recipients of private scholarships should note that most outside scholarships are usually mailed directly to the University. These scholarship checks must be in the student's accounts by the first official day of class or a late fee may be incurred. Back to
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DO YOU HAVE THIRD PARTY BILLING?
Yes, the employee/student should provide an authorization form (Tuition Voucher,
Letter of Credit, etc) each semester to the Bursar's Office. The Bursar's Office
will credit the student's account. This is only a paper credit. The Bursar's Office
will send an invoice to the employer. Payment must be made upon receipt or/within
30 days. The Bursar's Office does not wait until the end of the semester for payment. Back to
top.
DOES THE UNIVERSITY CHARGE LATE FEES?
Yes, payments are required to be paid by the official first day of class. Late charges
will be assessed after that time. Back to
top.
DOES THE UNIVERSITY ACCEPT CREDIT CARDS FOR PAYMENTS?
Villanova University does not accept credit cards for payment of student account
charges.
Tuition Management Systems (TMS) payment plan will accept credit cards for your
monthly payments or to pay the entire balance in one payment. Please be aware that
TMS charges the cardholder a convenience fee of between two and three percent.
Back to
top.
When do I use a requisition, when do I use the Procurement
Card, and when do I use the Request for Payment form?
Please see our "Method of Procurement"
Policy.
You may also find the appropriate method of payment by commodity using our
Procurement Matrix. Back to
top.
How do I create a requisition?
Both
written instructions and
online
tutorials are available for creating requisitions, approving requisitions,
and for other useful information when using Banner and NOVASIS. Back to
top.
Should I use Banner or NOVASIS when creating a
requisition?
If you are familiar with Banner, requisitions are very easy to create. If you
are not familiar with Banner, our NOVASIS system is more user-friendly. Please
be aware that NOVASIS does limit the number of commodity lines to four. If you
have more than four different commodities on the same requisition, you must use
Banner. Back to
top.
What is the process once I submit a requisition? Requisitions are electronically presented for the appropriate levels of
approval based on the dollar amount of the order. The dollar amount of the order
is encumbered against the Department’s budget. Once approved, requisitions are
electronically forwarded to the Procurement Department for review, approval, and
conversion to Purchase Orders. All necessary documents, such as quotes, should
be faxed (ext. 7719) or emailed (mary.morris@villanova.edu) to the Procurement
Department with the requisition number referenced. A Departmental copy of the
Purchase Order is sent via inter-office mail. Back to
top.
When does an order require a bid?
Generally, when using any of our
Preferred
Vendors a bid is not required. Please consult our
Competitive Bidding Policy and contact the Procurement Department (ext.
4231) with additional questions. Back to
top.
How do I use a vendor that is not on our
preferred
vendor list? In an effort to consolidate our vendor base and to ensure that you will
receive superior customer service and competitive prices, we have named
preferred vendors for selected commodities and services. It is highly
desirable that you use one of these vendors when purchasing goods or services
when possible. If there is a specific need that your Department has and we have
not yet provided a vendor for, please contact the Procurement Department and we
will be happy to assist you in establishing a vendor for your needs. Information
about how to become a new vendor with Villanova is available on our website under
About Us,
Notice to New Vendors. A
New Vendor Registration/ Vendor Profile and possibly
insurance are required for any new vendor. Please feel free to direct
potential new vendors to this site. Back to
top.
What happens when only one company offers the goods or services I need to
order? A sole source purchase is any product or service that is only available from
one source. Any Department requesting to purchase products or services that are
considered sole source must complete a
Sole Source Justification Form. For more information, please see our
Sole Source Justification Policy. Back to
top.
When can I get an Advance Purchase Order number?
Please contact the Procurement Department for an Advance Purchase Order number prior to
ordering items for emergencies. See
Advance Purchase Order Numbers for more information.
Back to
top.
How do I know which Buyer to contact regarding my
questions about specific commodities and Purchase Orders? Please see our
Buying Responsibility Guide for a list of commodities and Departments that
the Buyers handle. You can also contact Procurement at ext. 4231 to be directed
to the appropriate Buyer. Back to
top.
Does Villanova pay Pennsylvania sales tax?
The University is tax exempt on most, but not all, purchases. Please see our
Sales
Tax Guide for detailed information.
Vendors should be told that Villanova is a Pennsylvania Tax Exempt Entity.
Our tax exemption number is 75-25069-0. Some vendors may ask for a
copy of our exemption certificate; this is within their rights. Back to
top.
How do I obtain a Villanova University Procurement Card and what are the guidelines for using this card?
To obtain a Procurement Card, please submit your request
online. You may also apply by filling
out a
Cardholder Agreement Form. Your Department Head must sign the request and submit it to the
Procurement Department for processing. This generally takes about 2 weeks. You will be notified when the card is available
for pick up at the Procurement Department in St. Mary Hall. Other information regarding the Procurement Card program can be found at the
Procurement Card Information website. Back to
top.
What is the current mileage rate for travel and business?
It is the practice of Villanova to reimburse mileage at the rate that has been
set by the IRS.
Please follow this link for
Mileage Rates. Back to
top.
When does Procurement issue checks to vendors?
Checks are regularly printed on Mondays and Thursdays (Note: during short week holidays the schedule may vary). Request for Payments, Travel Expense Reports
,and Invoices on Purchase Orders should be sent to the Procurement Department the morning of the day before the check run, for enough time to process for payments. For emergency payments, it is always best to call for special attention. Back to
top.
What is Radnor Tax?
Please be advised that due to legislation enacted by the Pennsylvania General
Assembly and signed into law by Governor Rendell, the payroll tax known as the "Emergency
& Municipal Services Tax (EMST)" underwent some changes in 2008 that affected all employees subject to this tax.
Beginning in 2008, the EMST will be known as the "Local Services Tax LST)." Some
other important changes are as follows:
Collection Methods: The mandated collection method will be the total LST
tax rate divided by the number of pay periods of a given employer. For example,
Radnor Township's LST tax rate is $52.00 per year; thus, an employee's
deductions should be $1.00 per weekly pay, $2.00 per bi-weekly pay, etc.
Exemption Threshold: There is a new low-income exemption such that any individual
who earns less than $12,000 in a calendar year will not be subject to the LST.
The employee may claim an exemption from this tax if they did not earn over
$12,000 in the previous year and they will not make more than $12,000 in the
current year. The employee must notify the employer by completing a Local Services
Tax-Exemption Certificate and attach to the certificate their final pay stub,
or W-2, from the previous year. If the employee does go over $12,000 the employer
is required to take out in lump sum the amount that would have been deducted
to that point and then begin regular deductions going forward for the remainder
of the year. The employee must notify the employer and the township that they
have gone over $12,000.
If paying LST at more than one employer, the employee must complete the
Local Services Tax-Exemption Certificate and attach a pay stub from your principal
employer.
If there are any questions, please call William Martin, Radnor Township's Assistant
Director of Finance at 610-688-5600 (ext. 152), Lesley Wilson, Financial Accountant
extension 179, or Amy Lacey, Senior Revenue Coordinator at extension 143. Back to
top.
Why should I have direct deposit?
Direct Deposit is a benefit, offered by your Payroll Department. Villanova automatically
deposits your pay into one or more bank accounts, even if you are not at work on
payday. If you happen to be sick or are on vacation, your pay still goes right into
your bank. You can put some aside in the Credit Union or a savings account or a
checking account. Imagine, never having to rush to the bank on payday; never worrying
about losing your paycheck; and never having to stand in line to get your money.
Direct deposit is a safe, convenient way to getting what is yours as quick as possible!
On-Line sign up is available through Novasis in the Employee Information section or via the pdf form below.
How is my W-2 calculated?
Many questions arise with the issuance of the annual IRS form W-2. Most questions
involve understanding how each wage relates to your total gross earnings. First
of all, if you shelter your medical deductions, you will not find your Gross Earnings
anywhere on your W-2. With that said, here is a basic guide of how each wage is
determined: Back to
top.
Pennsylvania Taxable Wage: (Box 16)
Begin with your YTD Gross listed on your final pay stub for the year.
This is what you earned before any deductions were withheld. Add any imputed income received during the year (tuition remission, taxable gifts, or fringe benefits) of the W-2.
Add Tuition Remission (this is in Box 14 labeled TUITIO if you had any)
Subtract any medical or dental premiums you had withheld as well as any contribution to the Health Care Flexible spending account (YTD Totals will be on your final pay stub)
Begin with your YTD Gross listed on your final pay stub for the year.
This is what you earned before any deductions were withheld.
Add any imputed income received during the year (tuition remission, taxable gifts, or fringe benefits) of the W-2.
Add Tuition Remission (this is in Box 14 labeled TUITIO if you had any)
Subtract any medical, dental or parking deductions you had withheld as well as any contribution to the Health care flexible spending account (YTD Totals will be on your final pay stub). Additionally, you will subtract any contribution to Dependent Care flexible spending account (this is in box 10 of your W-2).
The result equals your Social Security and Medicare Wages (Box 3 and Box
5) note: box 3 maximum for 2009 was $106,800; (box 5 does not have a maximum) box 3 maximum
for 2010 is $106,800.
Begin with your YTD Gross listed on your final pay stub for the year.
This is what you earned before any deductions were withheld.
Add any imputed income received during the year (tuition remission, taxable gifts, or fringe benefits) of the W-2.
Add Tuition Remission (this is in Box 14 labeled TUITIO if you had any)
Subtract any medical, dental or parking deductions you had withheld as well as any contribution to the Health care flexible spending account (YTD Totals will be on your final pay stub). Additionally, you will subtract any contribution to Dependent Care flexible spending account (this is in box 10 of your W-2).
Subtract Box 12E (this is your TIAA and/or Vanguard retirement contributions)
5. The result equals your Federal Taxable Wage (Box 1)
I hope this helps! If you still have a question contact:
Kirk Simmet 610-519-4617
kirk.simmet@villanova.edu.
Other:(Box 14)
Box 14 may contain the following items if applicable:
Tuition - Taxable portion of tuition remission received
CarUse - Personal Use of Company Vehicle
Union - Union Dues
Radnor - Radnor EMS Tax
Donate - Donations withheld at your request for University Fund Drive, Law School Drive, and/or United Way
Where can I get a copy of my W-2?
If you are currently employed at Villanova you can view and print a copy of your W-2 form through Villanova's NOVASIS web system. Click here to access NOVASIS. Once in NOVASIS, go to Employee Information. Back to
top.
Where can I get a copy of my pay stub?
You can view and print copies of pay stubs through Villanova's NOVASIS web system. Click here to access NOVASIS. Once in
NOVASIS, go to Employee Information. Back to
top.
Where is my W-2?
"Where is my W-2?" is a question often posed to the Payroll Department. IRS form W-2 must be post marked no later than January 31. All W-2 forms are mailed by that date. If it is February 15th, and you have not received your W-2, contact the payroll office. First we will verify that the address we sent your W-2 matches where you wanted it to go. We often get W-2’s returned from the U.S. Post Office as undeliverable, so there is a chance we have it in our office.
If we do not have it, you may complete a Duplicate W-2 Request Form.
This form must be completed and signed by the employee (telephone requests will not be processed). Send the completed form to:
Villanova University
Payroll Department
800 Lancaster Avenue
Villanova, PA 19085
Fax: 610-519-6179
We print duplicate copies of W-2’s each Wednesday based on the requests received by the previous Friday.
We are not able to honor "emergency" requests for copies, so make sure you have your W-2 before you head to your tax preparer.
Back to
top.
What do I do with my Jury Duty Check?
Send a copy of the payment you received, with your Employee ID number, to the Payroll Office.
Payment copy must clearly distinguish jury pay from expenses such as travel or meals.
Payroll will reduce your next pay by the amount received excluding any amount for travel, meals, etc. For example, if your received a check for $10.50 where $9.00 was for jury duty and $1.50 for travel, you would cash the check and send a copy detailing the payment to Payroll. Payroll would reduce your next pay by $9.00.
The reduction in your pay will not affect any contribution you are making to your 403(b) retirement fund or the University match.
How can I determine how my department is performing against budget?
There is a standard on-line form in the Banner accounting system which will answer this question for you, called the "Organization Budget Status Form". This form will show your department's actual fiscal year-to-date revenue and expenses, side-by-side with your department's budget for revenue and expenses for the entire fiscal year. Back
to top.
If I need more than summary information about specific revenue or expense line items for my department, how do I go about getting it?
There is a standard on-line form in the Banner Accounting System which will answer this question for you, called the "Detail Transaction Activity Form". This form will allow you to see all of the individual components of a revenue or expense line item, such as all of the disbursements and journal entries that were charged against your "Office Supplies" budget in the current fiscal year. Back to
top.
What should I do if I do not recognize an item that is charged against my department's budget?
You should contact the Controller's Office, and we will assist you in researching any transactions that you do not recognize. The best way to do this is to submit our "Inquiry and Correction Form", which is available on-line. Back to
top.
What should I do if I need to transfer revenue or expense to another department within the University?
You should contact the Controller's Office, and we will assist you in completing the transfer. The best way to do this is to submit our "Journal Entries Form", which is available on-line. Back to
top.
What kind of on-line help is available with regards to the Banner Accounting System?
There are several different "quick reference" guides available on-line. These guides will help you understand how to monitor your department's performance against budget, check on the status of a project budget, locate detail for individual transactions, track expenditures through the entire procurement process, and print standard accounting system reports. Back to
top.
What charges should I expect to see in my monthly billing from Telecommunications?
Your monthly bill from Telecommunications will reflect the following charges:
the remote access fee for the month
charges for a technician's service or for wiring
the most recently billed charges from any outside service providers (e.g., cellular charges, long distance charges, and charges for "800" service)
Please note that because of the cut-off dates for billing, charges from the last few days of the prior month will appear on your current month's bill, and charges from the last few days of the current month will appear on your bill for the next month. This occurs with regards to charges for technicians' services and wiring, as well as charges from outside service providers. Back to
top.
Why am I prevented from charging expenses against the Salary and
Wage accounts (expense codes 7211 through 7269) in the Banner
accounting system?
The Salary and Wage accounts (expense codes 7211 through 7269) are
only to be used for payments processed through the payroll system. The accounts in this range which have the word "Temporary" in them are only to be used for temporary employees who are paid through the University payroll system, not for individuals who are employees of an outside temporary agency. Expenses related to temporary employees who are employees of an outside agency should be charged to expense code 7415. If you have any questions about the appropriate way to pay for the services of someone who is not a University employee, please contact The Controller's Office before you proceed. Back to
top.
I am involved in an auto accident with a University vehicle while on campus.
What should I do?
If any parties involved are injured, please contact VEMS immediately at 610-519-
4444. The accident must be reported to the Department of Public Safety at 610-519-
6979 as soon as possible. A Public Safety Officer will file an incident report which
will be forwarded to the Director of Insurance and Risk Management for handling. Back
to top.
I am involved in an auto accident with a University vehicle while off campus on
University business. What should I do?
Please contact the local police department (911). If involved in a two or more car
accident, please be sure to obtain the insurance information of all other vehicles
involved. In addition, please contact Public Safety at 610-519-6979 to report the
incident. Please provide Public Safety with the police report number and insurance
information of all other vehicles involved. As soon as possible upon return to
campus, please contact Public Safety to file a complete incident report. Public Safety
will forward the report to the Director of Insurance and Risk Management for handling. Back to
top.
I plan to rent a vehicle for University business travel in the United States.
Should I purchase the insurance offered by the rental car company?
No, you should not purchase any insurance offered through the rental car company
for domestic business travel within the United States, Canada, and U.S. territories and
possessions. The University’s auto liability policy will cover you and the rental
vehicle during business travel within these areas. Back to
top.
I am traveling overseas on University business, and plan to rent a vehicle in a
foreign country. Will the University’s auto liability insurance coverage apply?
No, the University’s auto policy only applies to business travel in the United States,
Canada, and U.S. territories and possessions. The insurance coverage offered by the
rental car company should be purchased to meet compulsory insurance requirements
of the foreign country. Coverage for theft or physical damage to the rental vehicle
should also be purchased from the rental car company. Back to
top.
I am using a personal vehicle for University business. Am I covered under the
University’s automobile liability policy?
No, the University’s auto liability policy only applies to University owned, leased, or
rented vehicles; therefore, personal vehicles would not be covered. Back to
top.
My vehicle was damaged while parked on campus. Am I
covered under the University's liability insurance?
No, vehicles owned by faculty, staff, students, or guests are not covered by the
University’s insurance while parked on campus. Damage to your personal vehicle
should be covered under your personal auto insurance policy. Back to
top.
While traveling on University business, I receive a traffic or parking violation.
Who is responsible for paying the fine?
The individual driving the car at the time of the incident is responsible for any traffic
or parking violations. Back to
top.
Is my personal property covered by the University’s insurance while it is on the
University’s premises?
No, personal property of faculty, staff, and students is not covered by the University’s
property insurance. All personal items should be covered under your homeowner’s
insurance policy. Back to
top.
I have been asked to provide evidence of the University’s insurance coverage.
Who should I contact?
All requests for evidence of insurance should be communicated to the Director of Insurance and Risk Management (610-519-6603). A certificate request form is posted
on Insurance Services website. Please note that the turnaround time for a certificate
of insurance from request to receipt is 24 hours. Back to
top.
An outside group is using University’s facilities or a vendor is working on
campus. What insurance requirements must be met by the outside group or
vendor?
The University’s minimum insurance requirements follow:
Workers Compensation Statutory
Employers Liability $100,000/500,000/100,000
Comprehensive General Liability $3,000,000 each occurrence
Automobile Liability $3,000,000 each occurrence
A Certificate of Insurance must be received by the University evidencing the above
insurance coverage prior to a group’s use of our facilities or the commencement of
any work. Please note the Certificate must include Villanova University as an
Additional Insured. The certificate should also indicate whether the General Liability
policy is written on a “claims made” or “occurrence” basis. In addition, the
certificate must indicate that it is the responsibility of the insurance carrier to provide
the University with 30 days notice prior to cancellation or expiration of the insured’s
policy.
Please contact Ashlie Feick, Director of Insurance and Risk Management, with any
questions regarding the University’s insurance requirements. Back to
top.
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